Privacy Policy

Last updated: 16 September 2026 · Version 2026-09-16.3

Overview

ScopeSnap Pty Ltd (ABN 84 698 607 868), based in South Australia, operates ScopeSnap ("we", "us", "our"). This policy explains how we handle personal information through our website at www.scopesnap.com.au, our web application and our mobile apps.

Contact hello@scopesnap.com.au with privacy questions or requests. Permission for AI processing is requested separately in the app; this policy does not replace that choice.

Information we collect

• Accounts and teams: your name, email, password used for authentication, company name, role, avatar initials, account identifiers, team membership and records of legal acceptance and AI consent.
• Jobs and files: client names and contact details, site addresses, job notes, measurements, answers, appointments, photos, plans and PDFs, other attachments, transcripts and generated reports. Files can contain personal information and embedded metadata; do not assume location metadata is removed from every upload.
• Voice features: audio you choose to record for transcription and the resulting text. Other audio or video files you attach to a job can also be stored as job files.
• Billing: subscription and trial status, plan, billing identifiers and payment event records. Stripe handles payment card details directly; ScopeSnap does not store full card numbers. An account may be created with Stripe during signup before any purchase.
• Security and operation: IP addresses, browser or device information, login sessions, last activity, job change records, feature usage counters, request limits and technical error logs. We use these to operate the service, investigate failures and detect abuse or account sharing.
• Communications: your name, email, enquiry or support message and delivery records when you contact us or we send account, trial or service emails.

Account information is needed to register and operate your account. You choose which optional capture features and files to use. Camera, photo access and microphone permissions can be managed in your device settings. The app uses addresses you type for address suggestions; it does not request GPS location through a device location permission.

Your clients' information

Only upload information you are entitled to use, and tell clients and other people whose information appears in a job how it will be handled. Avoid including unrelated sensitive information in photos, recordings or documents. Job content is available to authorised users of your company workspace and to providers needed to store or process it.

How we use and disclose information

We use information to manage accounts and teams, save and synchronise jobs, create reports, provide AI features you approve, manage subscriptions and trials, deliver communications, respond to requests, maintain security and improve reliability. Trial emails may include reminders and invitations to choose a plan. Use the unsubscribe link in a promotional email to stop further trial tips and promotional messages without signing in. Essential account, security and billing emails continue. You can also contact hello@scopesnap.com.au; essential account and security messages may still be needed.

We do not sell your personal information. We disclose relevant information to the providers described below, to recipients you choose when sharing or exporting, and where required or permitted by law. If you enable a calendar subscription or share a report, the receiving service or person can receive the job details included in it. Keep calendar subscription links private because possession of a valid link allows access to its feed.

AI processing and your choice

With your AI consent, OpenAI receives recorded audio for transcription. Anthropic receives the relevant text, notes, photos or plan content for features such as scope generation, photo descriptions, transcript cleanup and plan extraction. Content can include client information that you put in the job. Results are returned to ScopeSnap and may be saved with the job.

You can withdraw consent in Profile Settings to stop future AI requests through the app. Withdrawal does not itself delete existing job content or undo requests already processed. You can continue using non-AI features and request deletion separately.

ScopeSnap does not train its own AI models on your job content. We use commercial APIs. Both providers state that API inputs and outputs are not used to train their models by default; voluntary data-sharing, feedback or separate agreements can change that treatment. See Anthropic's commercial training rules and OpenAI's API data controls.

Photos, plans and scope text: Anthropic's published standard API policy provides for deletion of inputs and outputs within 30 days, with exceptions including safety enforcement, legal requirements and separately agreed arrangements. Flagged content can be retained longer. See Anthropic's commercial retention policy. We do not promise that ScopeSnap has an approved zero-data-retention arrangement.

Voice transcription: OpenAI's published controls list no abuse-monitoring retention or application-state retention for the audio transcription endpoint used by ScopeSnap. This describes that endpoint's content handling, not all provider account, billing or security records. Transcripts subsequently processed by Anthropic and results saved in ScopeSnap have their own retention rules.

ScopeSnap sends audio with a neutral filename and processes photos and plans within individual AI requests, without creating a separate provider file library. Uploaded content may still contain personal information or embedded metadata. Deleting a job or withdrawing consent does not recall requests already processed by providers.

Storage, security and local copies

Our current Supabase project, used for the database, authentication and job file storage, is in Tokyo, Japan. Job files use a private storage bucket with access controls. Vercel hosts the website and application services. Connections to our cloud services use HTTPS/TLS; this is not end-to-end encryption that prevents the service or its processing providers from accessing content.

The app also keeps local copies of jobs and account data, login information and queued changes or uploads on your device so it can recover work and synchronise it. These copies are subject to your device and browser security. Do not clear app storage or uninstall while work is waiting to upload. Signing out attempts to clear local account caches, but files you export or save elsewhere remain under your control.

Voice-note recordings are held temporarily by the app for transcription and retry, rather than stored as a permanent ScopeSnap voice archive. Saved transcripts and audio files you deliberately attach to jobs are separate stored content. We take reasonable steps to protect information, but no service can guarantee absolute security.

Providers and overseas processing

ScopeSnap is Australian operated, but its services are not exclusively hosted in Australia. Our primary Supabase project is in Japan. Other providers may process information in the United States and other countries in which they or their subprocessors operate. Their processing locations and retention rules can differ from our database region.

• Supabase: database, authentication, login sessions and file storage.
• Vercel: website and application hosting, requests and technical logs; website usage analytics on the marketing homepage.
• Anthropic and OpenAI: the AI processing described above.
• Stripe: customer and subscription administration and payment processing. See Stripe's privacy policy.
• Resend: account, invitation, trial, support and operational emails, including recipients, relevant message content and delivery information. Our website contact form sends your name, email, selected topic and message through our server and Resend to hello@scopesnap.com.au. Your email is used as the reply address. See Resend’s privacy policy.
• Google Places: address text is sent as you type, with a random session token, to obtain Australian address suggestions. This request does not include your client name, contact details, account ID or device GPS location. Google may retain searches and related service data to provide and improve its products and services under the Google Privacy Policy. We do not promise a fixed Google deletion period or processing only on our behalf. You can select “Enter address manually” before typing to stop address-search requests for that entry. Switching later stops further searches, but does not recall requests already sent. ScopeSnap saves the address you confirm with the job, not a separate search-history or suggestion list. Google Fonts also serves fonts on our website and may receive ordinary web request information.
• Cloudflare Turnstile: signup security checks using IP addresses, connection fingerprints, browser information and website signals. Cloudflare processes these to protect our service and also to improve its own bot detection. See the Turnstile Privacy Addendum.
• Upstash: where configured, request and signup rate limiting using account identifiers, email addresses, IP addresses and short-lived counters. Website contact-form limits use hashed email and IP identifiers with expiring counters; they do not store the enquiry message in the rate-limit service.

We consider provider privacy and security arrangements when handling information overseas and comply with applicable Australian privacy obligations. Contact us for questions about a particular provider or disclosure.

Data retention

We retain account and job information to provide the service, handle requests and meet applicable obligations. Deleting content or an account follows the applicable deletion process; provider backups, security logs and legally required records may have separate retention schedules. Paid plans include a company storage allowance covering photos and other uploaded files. While your paid subscription continues, photos do not expire after a fixed number of months. Reaching or exceeding an allowance pauses new uploads without automatically deleting existing files. For paid subscriptions ending after this policy update takes effect, we retain company job records, photos and uploaded files for 30 days after paid access actually ends. Cancelling renewal does not start this period while paid access continues. Reactivate before the deadline to keep the data, or email hello@scopesnap.com.au promptly during the period to request an export; paid app features are not available during the grace period. We email the company administrator when the period starts and send a reminder before scheduled deletion. Cleanup occurs after the deadline and may take longer if a notice, payment check or cleanup attempt is delayed. Removing an extra-storage add-on alone does not start this period. Your login account, membership and legally retained billing records are separate; request account deletion if you also want your account removed. Cancelling a subscription does not itself request account deletion; contact us if you need particular information removed.

Retention varies by record type. Trial-prevention hashes, email-preference records and redacted billing events currently have no automatic expiry, as explained below. We do not promise that every copy held by every provider disappears immediately when you delete a job or withdraw AI consent.

Website enquiries: messages and replies can exist in Resend's delivery records and in email mailboxes. We do not create a separate contact-form archive in the app database. Website enquiries are separate from your ScopeSnap account, so deleting an app account does not automatically remove that correspondence. Contact us to request its deletion; we may retain information needed to resolve your request or meet legal obligations. Email-provider records and backups may have separate retention schedules.

Account and data deletion

You can request deletion in the app under Profile Settings → Delete account, or by emailing hello@scopesnap.com.au without signing in or reinstalling the app. See our account-deletion page for the request steps and full details.

Administrator deletion removes the whole company workspace and all its members; other team members delete only their own account and profile, while company content remains. Once a request is processed, affected accounts are locked immediately and data is scheduled for deletion after 30 days, unless immediate deletion is requested.

Deletion has limited retention exceptions: the hashed trial email and claim date used to prevent repeat free trials, email-preference records (a hashed email identifier, unsubscribe token and preference timestamps) used to honour opt-outs, and remaining redacted billing event records currently have no automatic expiry. Email preferences survive account deletion so creating another account does not silently restart promotional emails. Payment and accounting records may be retained where required by law; provider-held records and backups may follow separate schedules. The account-deletion page explains what remains and how to contact us about specific personal information.

Website cookies and similar technology

The app uses browser storage for authentication, settings, cached work and pending uploads. The marketing homepage uses Vercel Web Analytics to measure visits and clicks on “Start free trial”. Its statistics can include page URLs, referrers, filtered query parameters, approximate location, browser and device information. Vercel describes this service as using a request-derived visitor hash rather than third-party cookies, with visitor sessions discarded after 24 hours. This is not a 24-hour deletion promise for all analytics statistics or hosting logs. See Vercel’s analytics privacy details. Our contact and app help/legal pages do not include this analytics script. The website’s Google Fonts requests are separate from analytics and also occur on the app help/legal pages. Website fonts, forms and security services receive information needed to answer requests or perform their functions and may use their own storage or security mechanisms. Blocking storage or security services can prevent signup, login or recovery of unsynchronised work.

Access, correction and complaints

You can ask us to access, correct or delete personal information, obtain a copy of your information, or stop promotional communications. We may need to verify your identity and consider other people's information and legal retention requirements before completing a request.

Send requests and complaints to hello@scopesnap.com.au. We will respond within a reasonable period. If you are dissatisfied with our handling of a privacy complaint, you can contact the Office of the Australian Information Commissioner or call 1300 363 992.

Data breaches

We investigate suspected breaches and take steps to contain them. Where notification is required under the applicable Notifiable Data Breaches scheme, we will notify affected people and the OAIC.

Changes to this policy

We may update this policy as the service changes. We will notify active users of significant changes by email or through the app. The date and version above identify this policy.

Contact

ScopeSnap Pty Ltd · ABN 84 698 607 868 · South Australia
hello@scopesnap.com.au